International travel is much more complicated and forms have to be submitted at least one month prior to travel (a request that was 1 day late was recently rejected..). Talk to your advisor at least 6 weeks ahead of time!
Forms to be filled in prior to travel (at least a few days ahead of time, preferably a week or more):
state travel form (if reimbursed by department or grant)
top portion of Foundation travel approval form (if reimbursed by grant)
These forms have to be signed by the department chair and also the PI of the grant (if you will be reimbursed by grant funds).
Make copies of all of these forms for your own records! Forms get lost relatively frequently!
Pre and during travel:
save all receipts (registration, abstract submission, hotel) and make sure your name is on them
save your original boarding passes
save your badge
For reimbursement (within one week after return):
submit either state travel reimbursement form, or original Foundation travel approval form with the bottom section filled in (should have been returned to you after signatures were obtained, if not, attach a copy of the original form you submitted with a sticky that indicates when you submitted it)
release form
attach all receipts
attach your badge
attach a print-out of the main web-page of the conference and of your presentation in the schedule if possible
These forms need to be signed by the department chair and also the PI of the grant (if you will be reimbursed by grant funds).
It may take months for these forms to get processed, at least 3 or 4 weeks.
International travel is much more complicated and forms have to be submitted at least one month prior to travel (a request that was 1 day late was recently rejected..). Talk to your advisor at least 6 weeks ahead of time!
Forms to be filled in prior to travel (at least a few days ahead of time, preferably a week or more):
- release form
- state travel form (if reimbursed by department or grant)
- top portion of Foundation travel approval form (if reimbursed by grant)
These forms have to be signed by the department chair and also the PI of the grant (if you will be reimbursed by grant funds).Make copies of all of these forms for your own records! Forms get lost relatively frequently!
Pre and during travel:
For reimbursement (within one week after return):
- submit either state travel reimbursement form, or original Foundation travel approval form with the bottom section filled in (should have been returned to you after signatures were obtained, if not, attach a copy of the original form you submitted with a sticky that indicates when you submitted it)
- release form
- attach all receipts
- attach your badge
- attach a print-out of the main web-page of the conference and of your presentation in the schedule if possible
These forms need to be signed by the department chair and also the PI of the grant (if you will be reimbursed by grant funds).It may take months for these forms to get processed, at least 3 or 4 weeks.